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Cost Allocation From Temporary Administrative and Support Appropriations (APS 025)

FPP A.014

USAS Profiles

Profiles

There are three primary profiles used in the Cost Allocation (CA) system:

Index Code Requirement

The CA system requires an index code to be entered on the Cost Allocation Profile (22) and Fixed Percent Allocation (23), even for agencies that do not use these coding elements in USAS.

If your agency does not use the index code in USAS, you must:

  1. Establish a generic organization code of 0000 in the Organization Code Profile (D03).
  2. Establish a generic index of 99999 in the Index Code Profile (24).

Agency Control Profile

The Agency Control Profile (25) determines:

  • The type of allocation (cash, accrual or both),
  • The number of months, and
  • Trial versus the actual amount posted in USAS.

Users should update all fields in this screen before creating other cost allocation-related profiles.

Key Fields on the Agency Control Profile (25)

  • CA RUN – Starts the CA system processing. The most common value is B to allocate both accruals and cash.
  • CA POST – Determines whether to generate reports only (N), to generate activity for review (H) or to post activity without review (Y). The recommended value for agency review is H.
  • CA RANGE FROM/TO – Determines the period that will be allocated. If allocating on a memo basis, the range will be the unallocated months. If allocating on an actual basis, the range will be year-to-date.
  • CA BY IDX – Input 1 is in this field if index code is not used by the agency.

Cost Allocation Profile

The Cost Allocation Profile (22) identifies:

  • All PCAs that will be allocated.
  • The basis of allocating them.

Note: Basis refers to memo or actual cash posting and to allocations based on either fixed or calculated percentages.

The CA system takes two USAS cycles to generate allocation transactions. The USAS CA control reports are also available on the second day.

Note: The valid values for entering cost allocation depend on the allocation being performed.

Key Fields on the Cost Allocation Profile (22)

  • SEQ – Determines under which step this PCA will be allocated. Most agencies perform a single step allocation. In this case, this value is 1.
  • DIST TYPE – Determines whether the allocation has fixed percentages (4) or calculated percentages (5) (fixed percent is more common).
  • CHG/CR TC – Determines what T-code will allocate the charge and credit activity, which, in turn, corresponds to whether the allocation is memo or actual.
  • INDEX CODE – 00000 if not allocating by Index.

USAS Fixed Percent Allocation Screen

The Fixed Percent Allocation (23) screen is used only if the user is allocating with set percentages.

Note: A fixed percentage of expended amounts is allocated to the coding blocks identified in the 32 potential ranges.

Key Fields on the Fixed Percent Allocation (23) Screen

CROSS FUND IND – Determines whether the allocated amounts can cross appropriated funds.

% – Determines the percentage allocated to the specified coding block. The percentages must add up to 1.00000.

INDEX CODE – 00000 if not allocating by Index.